A huge and separate area of archival work is considered to be those questions that relate to the preparation of documents for their delivery to the archive of the organization. That is why they deserve serious attention, since during this stage of working with documents, various methodological and practical mistakes are often made, which in the future may cause negative consequences in the work of the archive.
Instructions
Step 1
All work related to the transfer of documents to the archive, including personnel papers, is usually divided into the following stages: - first of all, it is necessary to carry out the formation of documents in the current production and after its completion;
- after the formation of cases, they must be drawn up in accordance with all the established rules;
- then conduct a value examination and prepare for archival storage;
- conduct an inventory of all documents transferred to the archive of the organization;
- at the last stage, transfer the official papers to the archive of the organization.
Step 2
First, you should carry out the correct formation of documents related to personnel in certain complexes, that is, in cases. In special folders, such official papers should be formed as orders for various aspects of the activities of company employees, for personnel, which have different time frames allotted for their storage. This stage must be carried out, because some part of the orders that relate to personnel are devoted exclusively to valid issues affecting the place of work, as well as bonuses to employees and moving to a working position. This type of paper must be stored in the archive of the enterprise for at least seventy-five years. At the same time, most of the orders that relate to the composition of the personal, reflect the operational issues of the company's employees: orders for business trips, on duty, vacations, and so on. Such documents should be kept for five years. For the convenience of using the search and facilitating work in various cases, papers of a five-year period and a seventy-five-year period should be formed.
Step 3
It is necessary to correctly form the personal accounts of employees of the enterprise and all employees, which relate to data on wages strictly in alphabetical order. All papers in personal folders should be arranged only in chronological order according to the date of their receipt. It is also necessary for all papers located in the folder to draw up an archival inventory, which contains such details as: - the name of the paper;
- serial number of the paper included in the inventory;
- the number of sheets in the document;
- date and number of the document (if necessary);
- a summary record of the number of sheets of paper included in the personal file;
- note.
